Job analysis and job design

Objectives:
Discuss the nature of job analysis
Use at least three methods of collecting job analysis information
Write job descriptions, including summaries and job functions using the
internet and traditional methods
Write a job specification using the internet
Job analysis

 Job analysis is the procedure through

which you determine the duties of
positions and the characteristics of the
people to hire for the positions.
 Dessler, 2010
Job design

 The specification of the contents,

methods, and relationship of jobs in
order to satisfy technological and
organisational requirements as well as
the social and personal requirements of
the job holder.
 Armstrong, 2003
Jobs and roles
 A job consist of a related set of tasks that
are carried out by a person to fulfil a
purpose

 A role is the part people play in carrying out

their work. A role can therefore be
described as behavioural terms – given
certain expectation, this is how the person
needs to behave to meet them
Aims of job design

 The aims of job design are two:

 1. to satisfy the requirement of the
organisation for productivity, operational
efficiency, and quality of production.

 2. to satisfy the need of the individual for

interest, challenge accomplishment, thus
providing for job engagement.
Principles of job design
 To influence skill variety, provide opportunities for
people to do several tasks and combine tasks
 To influence task identity, combine tasks and form
natural work units
 To influence task significance, form natural work units
and inform people of the importance of their work
 To influence autonomy, give people responsibility for
determining their own working system
 To influence feedback, establish good relationships
and open feedback channels
Characteristics of job design

 Variety
 Autonomy
 Required interactions,
 Optional interactions
 Knowledge and skill
 Responsibility
Approaches to job design

 Job rotation
 Job enlargement
 Job enrichment
 Self-managing teams (autonomous work group)
 High-performance work design
Job analysis

 The procedure for determining the duties

and skill requirements of a job and the
kind of person who should be hired for it.
Job description

 A list of job’s duties, responsibilities,

reporting relationships, working
conditions, and supervisory
responsibilities – one product of a job
analysis
Job specification

 A list of a job’s human requirements, that

is, the requisite education, skills,
personality, and so on – another product
of a job analysis
Information gathered through job analysis

 Work activities
 Human behaviours
 Performance standard
 Job context
 Human requirement
 Machines, tools, equipment, and work aids
Uses of job analysis information

Job analysis

Job description
and specification

Recruiting and Job evaluation-

Performance wage and salary Training
selection decisions
appraisal requirement
decision (compensation)
Employers use of job analysis information

 Recruitment and selection

 Compensation
 Training
 Performance appraisal
 Discovering unassigned duties
 EEO compliance
Steps in job analysis
 1. decide how you will use the information
 2. review relevant background information
 3. select representative position
 4. actually analyse the job
 5. verify the job analysis information with the
worker performing the job and his immediate
supervisor
 6. Develop a job description and job
specification
Methods of collecting job analysis information

 1. interview
 2. questionnaires
 3. observation
Job Analysis and Job Design

 Interviews - are purposeful conversation,

the purpose being to gather valid and reliable
data.
 Types of interviews
 Unstructured
 Semi-structured

 Structured
Job Analysis and Job Design

 Unstructured and informal conversation –

This is normally non-standardised. They are
used for exploratory or in-depth evaluations.
There is no pre-determined list of questions,
although the person undertaking the interview
needs to have a clear idea of those aspects of
the change he/she wishes to explore. This are
often noted down prior to the interview as a
checklist.
Job Analysis and Job Design

 Unstructured and informal conversation – (cont)

The interviewee is encouraged to talk freely
about events, behaviours and beliefs in
relation to the changes and it is their
perceptions which guide the interview. The
nature of the questions and the ensuring
discussion means that data from unstructured
interviews are better recorded via audio tape,
provided this does not have a negative effect
on interaction with the interview (Easterby-
Smith et al., 2002
Job Analysis and Job Design

 Semi-structured – The interviewer will

have a list of themes and questions to be
covered. Questions may vary from
interview to interview to reflect those
areas most appropriate for respondents’
knowledge and understanding. This
means that the same question may be
inappropriate to particular interviewees.
Job Analysis and Job Design

 Semi-structured (cont) – Additional

questions may also be required in some
cases to enable the objective of the
evaluation to be explored more fully. The
nature of the questions and the ensuring
discussion means that data from semi-
structured interviews are usually
recorded by note taking.
Job Analysis and Job Design

 Structured-- using standard question for

each respondent. it includes a series of
detailed questions matters like the
general purpose of the job, supervisory
responsibilities; job duties; and
education, experience, and skills
required (Dessler, 2008
Job Analysis and Job Design

 Interviewing Guidelines
 First, the job analyst and supervisor should work
together to identify the worker who know the job best
 Second, quickly establish rapport with the interviewee
 Third, follow a structured guide or checklist, one that
list questions and provide answers
 Fourth, when duties are not performed in a regular
manner
 Fifth, after completing the interview, review and verify
the data
Job Analysis and Job Design

 Questionnaires - Can also be seen as

another form of structured interview.
Employees fill out questionnaires to describe
their job-related duties and responsibilities. In
the event of collecting data from a large
sample, questionnaire provides an efficient
method of gathering data, because each
respondent is asked to respond to the same
set of question in a predetermined order.
Job Analysis and Job Design

 Questionnaires (cont) – Responses to

questionnaires are easier to record.
Answers are often pre-coded. There is a
limit social interaction between the
interviewer and the interviewee. it can be
collected over the telephone, by post, by
delivering and collecting the
questionnaires personally
Job Analysis and Job Design

 Observation – involves the systematic

observation, recording description,
analysis and interpretation of people’s
behaviour (Saunders et al., 2007).
 Types of observation
 Participant, and
 Structured observation
Job Analysis and Job Design

 Participant observation – Is qualitative

in nature. it is conducted where the
evaluator attempts to become fully
involved in the lives and activities of
those being evaluated and share their
experiences not only by observing but
also by feeling those experiences (Gill
and Johnson, 2002).
Job Analysis and Job Design

 Structured observation – Is
quantitative in nature and, has a high
level of predetermined structure. it is
concerned with the frequency of actions,
such as in time and motion studies, and
tend to be concerned with fact finding.
Job Analysis and Job Design

 Job description – Is a written statement

of what the worker actually does, how it
is done and what the job’s working
condition are. Job descriptions are
based on objective information obtained
through job analysis. it is an
understanding of the competencies and
skills required to accomplish needed
tasks.
Job Analysis and Job Design

 There is no single format for writing a job

description, but the following are essentially
required:
 Job identification
 Job summary
 Responsibilities and duties
 Authority of incumbent
 Standard of performance
 Working conditions
 Job specifications
 See page 142 & 143
Job Analysis and Job Design

 Job description (cont) – It identify and

spell out the responsibilities of a specific
job. it include information about working
conditions, equipments, knowledge and
skills required for the job, and
relationships with other positions
Job Analysis and Job Design

 job specification – this shows what kind

of person to recruit and for what qualities
that person should be tested. sometimes
this may be a section in the job
description. On other occasions, it may
be a separate document. as seen on
page 142 – 143, the employer present it
as a part of the job description.
Note

 Submission of second progress

report for Case Study & English
Works
Thank you